Board Meeting Minutes 2014 05


The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean; and Jennifer Nielsen;
Members absent: Mary E. Davis and Scott Troeger
Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.
Staff or Guests present: Sue Eller, Marsha Eilers, Diana Gill, Elizabeth Layman, Allison McLean, Rachel Rice, Gwen Robison, Marjorie Schaphorst and Sonny Carreño.


Adoption of Consent Agenda.

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.


Appointment of New Library Director: Renee’ Cocanower announced that the Board received recommendation from the Director Search committee to appoint Lisa Guedea Carreño, director of the Goshen College Harold and Wilma Good library, as successor to Deborah Stewart as Director of the Elkhart Public Library.

Ms. Guedea Carreño was unable to attend, but in her stead, her husband, Sonny Carreño conveyed her thanks to the committee and the Board for their vote of confidence, and sent her regards from Nicaragua where she is leading a group of Goshen College students on study-service semester.

Krystal Anderson moved THAT the Board approve the appointment of Lisa Guedea Carreño as Director of the Elkhart Public Library, with her employment to begin in August 2014.
Jennifer Nielsen seconded. Motion: Carried.

Board of Trustees Officers – Nominating Committee: Janice Dean, President asked for volunteers for a nominating committee to present a 2014-15 slate of officers for election at the June meeting. Krystal Anderson volunteered to chair the nominating committee; Bryan Byrn and Jennifer Nielsen will also serve.


Additional items to Director’s Notes:
The library has been awarded an LSTA Technology Grant in the amount of $2,574.00, for the purchase of tablets to be used for roving reference both in the Library and in the community. James Facer, Reference Librarian will be the grant administrator.

Department Report: Allison McLean, Head of Young People’s Services, delivered a presentation highlighting programming offered to young people. She shared her goal to increase, improve and strengthen community partnerships and collaborations in hopes of increasing parental awareness of the programs offered by the library and the importance of early literacy skills.

Phase II Renovations

Deborah Stewart reported that bond counsel has initiated contact with architects for the elevator project estimates needed to move forward with potential bond issue. No action was taken on this agenda item.

Strategic Planning / Long Range Planning

Deborah Stewart reported that results of the public surveys, stakeholder interviews, and staff brain-storming sessions were distributed to the Board and staff, and that the Board and staff were invited to send the Strategic Planning Committee the top five most important goals. The Director said she hoped to involve the new Director in the Long Range Plan in some way without the library losing momentum in the planning process. No official action was taken on this agenda item.

Non-Resident Card Fee – Revised
Deborah Stewart explained that the non-resident fee set in January 2014 was based on 2012 library and population statistics, and that now that the 2013 statistics had been released, it was necessary to revise the fee. In future years, the non-resident fee should be considered in May.

Renee’ Cocanower moved THAT the Non-Resident Card Fee revision be approved as presented.
Bryan Byrn seconded. Motion: Carried.

Authorization to Enter into an LSTA Contract

Bryan Byrn moved THAT the resolution to authorize signing of an LSTA contract by the Director be approved as presented.
Krystal Anderson seconded. Motion: Carried.

Elkhart/Goshen Consortium Agreement

Deborah Stewart reported that she and Andy Waters, Director of the Goshen Public Library, met with the attorney to work out details of the consortium agreement. Once the attorney has completed his review, the agreement will be distributed to the Board. She reported that the new production server has been received, but that installation will be delayed until the agreement is ratified by both library boards, hopefully in June.

Unattended Children’s Policy.

Much discussion followed the first reading of this revision to an existing policy. The Director highlighted several changes in the age brackets listed. No action was taken.

Elkhart Public Library Cards Policy.

Discussion followed this first reading of this new policy written primarily to gather long existing library practices into a coherent policy. Jennifer Nielsen was asked to refine the wording of items 9.a.-c. No action was taken at this time.

Volunteer Policy.

Discussion followed the first reading of this new policy, especially the need for background checks for certain classes of volunteers. No action was taken at this time.

Confidentiality of Patron Recrods Policy.

Discussion followed the first reading of this new policy as recommended by the State of Indiana. No action was taken at this time.

Workplace Violence Policy.

Discussion followed the first reading of this new policy which applies to staff and patrons. No action was taken at this time.

Questions and Information from Board, Staff, and Guests

Sonny Cerraño, spouse of Lisa Guedea Cerraño, was introduced to the Board and staff in attendance. Mr. Cerraño again expressed that his wife was honored and pleased to have been chosen as the next Director of the Elkhart Public Library.


The meeting was adjourned by consensus at 6:36 p.m. The next regularly scheduled meeting of the Board of Trustees will be on June 17, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

Krystal Anderson, Secretary

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